Business Letter Unit-4 | Business Communication | BCA First Semester 2023

Unit-4 | Business Communication | BCA First Semester 2023

Unit-4

Business letter

• Business letter is a letter which is used to a organization
• To communicate in a professional way with customers
• Business letter use formal language and a specific format
• Letter related with business afraid are know as business letter
• A commercial or business letter can be referred to as a letter that contain business related information.
• Business letter is an effective medium to exchange and convey information, ideas, instructions, etc.

Structure of Business letter

Letterhead

• A letter head of a business letter has some components that provide basic and primary information about its sender.
• Name of the organization
• Mailing address
• Phone no.
• Fax no.
• Pin code
• E-mail address
• Company logo
  

  Internal links

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  CFOA unit 4 – https://pencilchampions.com/unit-4-ms-window-cfoa-bca-first-year-2023/

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Subject

• Use ‘Subject’ OR “Re”
• Type the subject in bold letter.
• Type the subject in capital letter.

Salutation

• It referred to as “greeting a person”.

Message

1. Opening paragraph
2. Middle or second paragraph-it contains all the relevant facts and information.
3. Closing paragraph-this is the final segment which states clearly the expectations attached o an assurance of future action.

Complimentary close

• it is a courteous way of ending the letter. It refers to concluding he letter in a polite way.-Your faithfully

Signature and designation

Reference initials

Enclosures- any kind of document attached with the letter is enlisted as enclosure.

Types of business letter

• Sales letter
• Order letter
• Complaint latter
• Adjustment letter
• Inquiry letter
• Follow up letter

Report

• Report describes about the events

Features of report

• Formal statement
• Communication
• Factual information
• Systematic presentation
• Clarity
• Simple language
• Relevance
• Accuracy of facts
• Brief

Characteristics of a Good Business report

• Accurate and reliable
• Clarity
• Conciseness
• Headings and subheadings

Purpose of report

• Transmitting information Making decisions controlling recommending action
• Solution of most difficult problems
• Easy tool for making decision
• Handle complex situation
• Availability of real and detailed information

Good report

• A good report should be clear concise,
• Accurate and well organized with clear section headings

FAQ

Q 1: What is a business letter?

It is a means of conveying information, making requests, or establishing professional relationships.

Q 2: What is the standard format of a business letter?

Ans- The standard format includes the sender’s address, date, recipient’s address, salutation, body of the letter, closing , and signature

Q 3: what’s the purpose of the subject line in a business letter?

Ans-The subject line briefly summarizes the main topic o purpose of the letter. It helps the recipient understand the letter’s content at a glance.